Project template
Event
Six weeks to a meetup, an offsite or a conference day, and the follow-up after it.
Week 1
Set the date, the budget and the goal
Day 2 · High priority
The date, what there is to spend, and what a good event looks like: how many people, and what they leave with.
Week 2
Book the venue
Day 8 · High priority
Check the capacity, the access, the Wi-Fi and what's included before signing.
Week 3
Plan the agenda and invite speakers
Day 15 · Medium priority
The day's timings drafted, and each speaker confirmed in writing with their topic and slot.
Open registration
Day 15 · Medium priority
A sign-up form with the date, the place and a cap on numbers, shared where your people are.
Week 5
Order food and drinks
Day 31 · Medium priority
Ask about dietary needs in the registration form.
Week 6
Badges, signs and the run sheet
Day 39 · Low priority
Everything needed on the day, printed and in one box.
- Print badges
- Signs to the room
- Run sheet: who does what, minute by minute
Remind the attendees
Day 41 · Medium priority
Where, when, how to get there and who to call on the day.
Week 7
Event day
Day 43 · High priority
Keep this task open on the day for the run sheet, who to call, and anything that changes.
Send thanks, photos and slides
Day 45 · Medium priority
Within two days, while people still remember it: thanks, photos, slides and anything you promised to send.
Week 8
Event retro
Day 50 · Low priority
Thirty minutes on the numbers, what worked and what to change next time, written down in this task.